Privacy Statement Effective as of July 14, 2015
Veeva Systems, Inc. (“Veeva Systems”, “Veeva”, or the “Company”, “We”, “Us”, “Our”) is committed to secure and trustworthy Internet commerce and the individual’s right to privacy. This Privacy Statement describes Veeva Systems’ information practices.
The TRUSTe certification covers only our collection, use and disclosure of information we collect through our website www.veeva.com and our Veeva Vault and Veeva Network services. In order to view our relationship with TRUSTe please visit the validation page visible by clicking on the TRUSTe seal. If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact TRUSTe at https://feedback-form.truste.com/watchdog/request.
Veeva Systems complies with the U.S. – E.U. Safe Harbor framework and the U.S. – Swiss Safe Harbor framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal data from European Union member countries and Switzerland. Veeva Systems has certified that it adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement. To learn more about the Safe Harbor program, and to view Veeva System’s certification, please visit http://www.export.gov/safeharbor/.
1. Web Sites Covered
This privacy statement covers the information practices of the Web sites and Services that link to this Privacy Statement: *.veeva.com, veeva.jp, veevasystems.cn, our Customer Support Portal (collectively referred to as “Veeva Systems Web sites”, “the Company’s Web sites”), our Veeva Vault Services Platform (“Veeva Vault” or “Services Platform”) at *.veevavault.com, and our Veeva Network product (“Veeva Network”) at *.veevanetwork.com. The use of information collected through Veeva Vault or Veeva Network shall be limited to the purpose of providing the service for which the Customer (i.e., life sciences company) has engaged Veeva Systems.
We use a service provider that powers and processes our Customer Support Portal data that is accessed through a link on the Veeva Systems Web site. Although this portal resides on the service provider’s URL, it is branded as Veeva and Veeva Systems’ Privacy Statement governs the collection and use of information collected on these pages. All pages branded as Veeva Systems on this portal have a link to this Privacy Statement.
The Company’s Web sites may contain links to other web sites. Veeva Systems is not responsible for the information practices or the content of such other web sites. If you submit personal information to any of those sites, your information is governed by their privacy statements. We encourage you to carefully read the privacy statement of any web site you visit.
Our Web site also includes Social Media Features, such as the Facebook button and Widgets or interactive mini-programs that run on our site. These Features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Site. Your interactions with these Features are governed by the privacy statement of the company providing it.
2. Information Collected
When expressing an interest in obtaining additional information about Veeva Systems’ products or accessing secure areas of our Web sites, Veeva Systems requires you to provide the following personal information, such as:
- Name, company name, email address, mailing address, phone number
- Portal login id and password
As you navigate the Company’s Web sites, Veeva may also collect information through the use of commonly-used information-gathering tools such as web beacons and cookies. Information collected includes standard information from your web browser such as your Internet Protocol (IP) address, browser type, operating system, referring/exit pages, links clicked, and actions taken while browsing.
3. Use of Information Collected
Veeva Systems uses the information collected from our Web sites to perform the services requested. For example, we may use this information to:
- Send requested product or service information
- Send product updates
- Respond to customer service requests
- Administer your account
- Send newsletters
- Send marketing communications
- Respond to questions and concerns
- Improve our Web site and marketing efforts
- Conduct research and analysis
- Respond to inquiries regarding career opportunities
4. Web Site Navigational Information
Veeva Systems uses commonly-used information-gathering tools, such as cookies and Web beacons, to collect information as you navigate the Company’s Web sites (“Web Site Navigational Information”). This section describes the types of Web Site Navigational Information that may be collected on the Company’s Web sites and how this information may be used.
Cookies and Other Tracking Technologies
A cookie is a small text file that is stored on a user’s computer for record-keeping purposes. Technologies such as: cookies, beacons, tags and scripts are used by Veeva Systems and some of our business partners (e.g., our tracking utility company), affiliates, or analytics or service. These technologies are used in analyzing trends, administering the site, tracking users’ movements around the site and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.
We use session cookies to make it easier for you to navigate our site. A session ID cookie expires when you close your browser. Cookies enable us to track and target the interests of our users to enhance the experience on our site.
Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that some features of this site may not work as intended.
What cookies do we use?
We use the following categories on our websites and other online services:
Category 1 — Strictly Necessary Cookies
These cookies are essential to enable you to browse around our websites and use their features. Without these cookies, services including security breach notifications and access to information sites like YouTube cannot be provided.
Category 2 — Performance Cookies
These cookies collect information about how you use our websites — for instance, which pages you go to most. This data may be used to help optimise our websites and make them easier for you to navigate. These cookies are also used to let affiliates know if you came to one of our websites from an affiliate. These cookies don’t collect information that identifies you. All information these cookies collect is aggregated and therefore anonymous.
Category 3 — Functionality Cookies
These cookies allow our websites to remember choices you make while browsing. For instance, we may store your geographic location in a cookie to ensure that we show you our website localized for your area. We may also remember preferences such as text size, fonts, and other customisable site elements. They may also be used to keep track of what featured products or videos have been viewed to avoid repetition. The information these cookies collect will not personally identify you, and they cannot track your browsing activity on non-Veeva websites.
How to control cookies
You can control and/or delete cookies as you wish – for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.
Veeva Systems uses Web beacons alone or in conjunction with cookies to compile information about Customers and Visitors’ usage of the Company’s Web sites and interaction with emails from the Company. Web beacons are clear electronic images that can recognize certain types of information on your computer, such as cookies, when you viewed a particular Web site tied to the Web beacon, and a description of a Web site tied to the Web beacon. For example, Veeva may place Web beacons in marketing emails that notify the Company when you click on a link in the email that directs you to one of the Company’s Web sites. Veeva Systems uses Web beacons to operate and improve the Company’s Web sites and email communications.
Veeva Systems may use information from Web beacons in combination with data about Veeva Customers to provide you with information about the Company and services.
As is true of most web sites, we gather certain information automatically and store it in log files. This information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data. We may combine this automatically collected log information with other information we collect about you. We do this to improve services we offer you.
We use Local Storage Objects (LSOs) such as HTML5 to store content information and preferences. Third parties with whom we partner to provide certain features on our site or to display advertising based upon your Web browsing activity use LSOs such as HTML 5 to collect and store information. Various browsers may offer their own management tools for removing HTML5.
Do Not Track
Currently, various browsers (such as Internet Explorer, Firefox, and Safari) offer a “do not track” or “DNT” option. Veeva Systems does not currently commit to responding to browsers’ DNT signals with respect to the Company’s Web sites, in part, because no common industry standard for DNT has been adopted by industry groups, technology companies or regulators, including no consistent standard of interpreting user intent. Veeva Systems takes privacy and meaningful choice seriously and will make efforts to continue to monitor developments around DNT browser technology and the implementation of a standard.
Behavioral Targeting / Re-Targeting
We partner with a third party to either display advertising on our website or to manage our advertising on other sites. Our third party partner may use technologies such as cookies to gather information about your activities on this site and other sites in order to provide you advertising based upon your browsing activities and interests. If you wish to not have this information used for the purpose of serving you interest-based ads, you may opt-out by clicking here (or if located in the European Union click here). Please note this does not opt you out of being served ads. You will continue to receive generic ads.
5. Sharing of Information Collected
We will share your personal information with third parties only in the ways that are described in this Privacy Statement. We do not sell your personal information to third parties.
We may provide your personal information to companies or their Web sites (such as our Customer Service Portal provider) that provide services to help us with our business activities such as customer support or billing for our services. These companies are authorized to use your personal information only as necessary to provide these services to us.
We may also disclose your personal information
- As required by law such as to comply with a subpoena, or similar legal process,
- When we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request,
- If Veeva Systems is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our Web site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information,
- To any other third party with your prior consent to do so.
6. Public Forums, and Customer Testimonials
Veeva Systems may provide bulletin boards, blogs, or chat rooms on the Company’s Web sites. Any personal information you choose to submit in such a forum may be read, collected, or used by others who visit these forums, and may be used to send you unsolicited messages. Veeva Systems is not responsible for the personal information you choose to submit in these forums.
Veeva Systems may post lists of Customers and testimonials on the Company’s Web sites that contain information such as Customer names and titles. Veeva Systems obtains the consent of each Customer prior to posting any information on such a list or posting testimonials. To request removal of your personal information from our blog or forum or to have your testimonials removed, contact us at email@example.com
7. Communications Preferences
Veeva Systems offers customers and visitors who provide contact information a means to choose how the Company uses the information provided. You may manage your receipt of marketing and non-transactional communications by clicking on the “unsubscribe” link located on the bottom of the Company’s marketing emails. Additionally, you may send a request specifying your communications preferences to firstname.lastname@example.org. Customers cannot opt out of receiving transactional emails related to their usage of Veeva Systems’ Services Platform or Veeva Network.
8. Correcting and Updating Your Information
To review and update your personal information to ensure it is accurate, contact us at email@example.com. We will respond to all requests for access, to correct inaccurate data, update information, or delete information within 30 business days.
If you would like to update or change your password, you may click on the “Forgot your password?” link on the login page. You will be required to provide your username then a system generated password will be created and sent to the email address indicated on your profile. The email will contain a link where you can change your password.
9. Customer Data
Veeva Systems’ Customers may electronically submit data or information to the Services Platform for hosting and processing purposes (“Customer Data”). Veeva Systems will not review, share, distribute, or reference any such Customer Data except as provided in the Veeva Systems Master Subscription Agreement, or as may be required by law. In accordance with the Veeva Systems Master Subscription Agreement, Veeva Systems may access Customer Data only for the purpose of providing the Services, preventing or addressing service or technical problems, at a Customer’s request in connection with Customer support matters, or as may be required by law.
Service Provider, Sub-Processors/Onward Transfer Veeva Systems may transfer personal information to companies that help us provide our service. Transfers to subsequent third parties are covered by the provisions in this statement regarding notice and choice and the service agreements with our Customers.
We use sub-processors in order to provide customer support on behalf of our Customers.
Access to Data Controlled by our Customers:
Typically, Veeva Systems is a Data Processor which collects information under the direction of its Customer and has no direct relationship with the individuals whose personal data it processes. If you are a customer of one of our Customers and would no longer like to be contacted by one of our Customers that use our service, please contact the Customer that you interact with directly. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct queries to the appropriate Veeva Systems’ Customer (the Data Controller). If a Veeva Customer requests Veeva Systems’ assistance in the removal of data, Veeva will respond to such requests within 30 business days.
Veeva additionally offers health care professional data services to our Customers. In this context, Veeva acts as a Data Controller for the purposes of the collection of the data for the benefit of our Customers. Where Veeva Systems is a Data Controller, please contact firstname.lastname@example.org to access, correct or request a removal of your personal data. Veeva will respond to such requests within 30 business days.
Veeva Systems will retain your information (including Customer Data we collect on behalf of our Customers) for as long your or that Customer’s account is active or as needed to provide you services, and as necessary to comply with our legal obligations, resolve disputes, enforce our agreements, or as otherwise reasonably necessary for our business purposes. It is also provided in the Veeva Systems Master Subscription Agreement.
The security of your personal information and our Customers’ information is important to us. When you enter sensitive information (such as login credentials) on our platform login, we encrypt the transmission of that information using secure socket layer technology (SSL). We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our Web site, within Veeva Vault or Veeva Network, you can contact us at email@example.com.
11. Changes to this Privacy Statement
Veeva Systems reserves the right to update this Privacy Statement to reflect changes to our information practices. We will provide notification of material changes to this statement through the Company’s Web sites or to our Customer via email prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.
12. Contacting Us
Questions regarding this Privacy Statement or the information practices of the Company’s Web sites should be directed to Veeva Systems as follows:
Veeva Systems, Inc.
4280 Hacienda Drive
Pleasanton, CA 94588